Moving Documents Checklist: Essential Papers You Need Before House Shifting

Two kinds of paperwork matter in a house move. The first is your own: ID, property papers, bank and medical records. These must not disappear into a carton in the truck. The second is the move's paperwork: the quote, the inventory, the consignment note and, for interstate moves, the declaration that travels with your goods. This checklist covers both.

Part 1: Papers that travel with you

Put these in one waterproof folder that stays in your hand luggage or your own car. Do not pack any of them with household goods.

Identity

• Aadhaar card
• PAN card
• Passports
• Driving licences
• Voter ID cards

Property and tenancy

• Sale deed or allotment letter and possession letter for the new home
• Rent agreement for the new home, and the old one until the deposit is returned
• Society NOC or move-in approval, if your society requires one
• Last paid electricity, water and maintenance receipts for the old address

Money

• Chequebooks, passbooks and cards
• Loan papers and fixed deposit receipts
• Investment and insurance policy documents

Health

• Prescriptions and a written list of regular medicines with doses
• Recent reports for anyone under ongoing treatment
• Vaccination records for children and pets
• Health insurance cards

Education and work

• Mark sheets, degree certificates and school transfer certificates
• Offer or transfer letter and recent salary slips, which are useful for rent agreements and employer reimbursement

Vehicles

• Registration certificate (RC) for each car and bike
• Valid insurance and PUC certificate
• Spare keys

If a vehicle is being transported, the mover will need copies of the RC and insurance. We cover the details in documents for vehicle transport.

Part 2: The move's own paperwork

Keep a copy of each of these in the folder and a photo of each on your phone.

• Written quotation. Lists the services, vehicle, date and price, and any charges that may still apply.
• Booking confirmation and advance receipt. Shows what you have paid and when.
• Packing inventory. A numbered list of cartons and furniture, signed by you and the crew at loading. It is the reference for counting at delivery and the basis for any claim.
• Consignment note (also called a GC, LR or bilty). The transport document for your goods, with a consignment number. Check that both addresses, the number of packages and the declared value are correct before you sign. With us, the GC number is also what you use to check status on the consignment status page.
• Transit insurance document, if you take cover. Note what is covered, how goods are valued, and the time limit for reporting damage.
• Final invoice with GST. Needed for employer reimbursement and for any claim.

Part 3: Extra documents for an interstate move

Moving household goods across a state border needs very little paperwork. Movers usually ask for:

• Photo ID and address proof of the person whose goods are moving (Aadhaar, passport, driving licence or voter ID).
• A self-declaration that the goods are your own used personal and household effects, not for sale. The mover gives you the format and it travels with the consignment note and inventory.
• Destination address proof where available, such as the new rent agreement or allotment letter. Some societies ask for it before letting goods in.
• Employer letter, if the company is paying, so the invoice is raised correctly.

Used personal and household goods are not a sale, so a GST e-way bill is generally not needed for them. Your mover should confirm what their own documentation covers for your route. New items still in their boxes, or goods for a business, are treated differently, so mention them during the survey.

Back everything up

Scan or photograph every page in the folder and store the copies somewhere you can reach from any phone, such as a cloud drive or DigiLocker. DigiLocker can also hold official digital copies of your Aadhaar, PAN, driving licence and RC. Keep a printed list of key phone numbers too (mover, both society offices, landlord, a family contact) in case your phone dies on the road.

Printable checklist

• Aadhaar, PAN, passports, driving licences, voter IDs
• Sale deed or rent agreement, possession letter, society NOC
• Bank, loan, FD and insurance papers
• Prescriptions, medicine list, medical reports, vaccination records
• Educational certificates and school transfer certificates
• Offer or transfer letter, salary slips
• Vehicle RC, insurance, PUC and spare keys
• Mover's quote, booking receipt, inventory, consignment note, insurance, invoice
• Self-declaration and ID copies for interstate moves
• Digital backup done; printed emergency contact list

Frequently asked questions

Which documents does a mover need for an interstate house shift?

Usually a photo ID, address proof, a signed self-declaration that the goods are used household effects, and the signed inventory. Vehicle moves also need the RC and insurance.

Is an e-way bill required to move household goods?

Used personal and household effects generally do not need a GST e-way bill. New, boxed or commercial goods may, so tell your mover about them in advance.

What is a GC or consignment note?

The transport document your mover issues for the shipment. It records the addresses, number of packages and declared value, and carries the consignment number used to track the move.

Should I keep original documents in the truck if they're well packed?

No. Originals of ID, property, financial and medical documents should always travel with you.

Planning an interstate move from Dehradun? Our packers and movers in Dehradun team will tell you exactly which documents your route needs when we survey your home.